DSPACE HELP

DSpace captures, distributes and preserves digital research products.
Here you can find articles, working papers, preprints, technical reports, conference papers
and data sets in various digital formats. Content grows daily as new communities
and collections are added to DSpace.

The DSpace content is organized
around Communities which can correspond to administrative entities such as schools,
departments, labs and research centers. Within each community there can be an
unlimited number subcommunities and an unlimited number of collections. Each collection
may contain an unlimited number of items.

Browse allows you to go through a list of items in some specified order:

Browse by Community/Collection takes you through the communities in alphabetical
order and allows you to see the subcommunities and collections within each community.

Browse by Title allows you to move through an alphabetical list of all titles of items in DSpace.

Browse by Author allows you to move through an alphabetical list of all authors of items in DSpace.

Browse by Subject allows you to move through an alphabetical list of subjects assigned to items in DSpace.

Browse by Date allows you to move through a list of all items in DSpace in reverse chronological order.

You may sign on to the system if you:

wish to subscribe to a collection and receive e-mail updates when new items are added

wish to go to the "My DSpace" page that tracks your subscriptions and other interactions with
DSpace requiring authorization (if you are a submitter for a collection, for instance.)

wish to edit your profile

Submit is the DSpace
function that enables users to add an item to DSpace. The process of submission
includes filling out information about the item on a metadata form and uploading
the file(s) comprising the digital item. Each community sets its own submission
policy.

My DSpace is a personal
page that is maintained for each member. This page can contain a list of items
that are in the submission process for a particular member, or a task list of
items that need attention such as editing, reviewing, or checking. In the future
this page will also maintain information about personal services offered by
DSpace, such as e-mail notification when new items are added to a collection.

Edit Profile allows
you to change your password.

About takes you to
information about the DSpace project and its development.

What is searched in
the general keyword search (yellow box)The word(s) you enter in the search box will be searched against the title,
author, subject abstract, series, sponsor and identifier fields of each item's
record.

If your site is enabled for full-text searching, the text you entered will also be
searched against the full text of all archived documents. For more information on full-text
searching please contact
your DSpace Administrator.

What is not searched
- Stop WordsThesearch engine ignores certain words that occur frequently in
English, but do not add value to the search. These are:

TruncationUse an asterisk (*) after a word stem to get all hits having words starting
with that root, for example:

will retrieve selects, selector, selectman, selecting.

Stemming The search engine automatically expands words with common endings to include
plurals, past tenses ...etc.

Phrase Searching
To search using multiple words as a phrase, put quotation marks (") around
the phrase.

Exact word match
Put a plus (+) sign before a word if it MUST appear in the search result.
For instance, in the following search the word "training" is optional,
but the word "dog" must be in the result.

Eliminate items with
unwanted wordsPut a minus (-) sign before a word if it should not appear in the search
results. Alternatively, you can use NOT. This can limit your search
to eliminate unwanted hits. For instance, in the search

or

you will get items containing
the word "training", except those that also contain the word "cat".

Boolean searching

The following Boolean
operators can be used to combine terms. Note that they must be CAPITALIZED
!

AND - to limit
searches to find items containing all words or phrases combined with this
operator, e.g.

will retrieve all items that contain BOTH the words "cats" and
"dogs".

OR - to enlarge
searches to find items containing any of the words or phrases surrounding
this operator

will retrieve all items that contain EITHER the words "cats" or
"dogs".

NOT - to exclude
items containing the word following this operator, e.g.

will
retrieve all items that contain the word "training" EXCEPT those
also containing the word "cat".

Parentheses can be used
in the search query to group search terms into sets, and operators can then
be applied to the whole set, e.g.

The advanced search page
allows you to specify the fields you wish to search, and to combine these searches
with the Boolean "and", "or" or "not".

You can restrict your search
to a community by clicking on the arrow to the right of the top box. If you
want your search to encompass all of DSpace, leave that box in the default position.

Then select the field to
search in the left hand column and enter the word or phrase you are searching
in the right hand column. You can select the Boolean operator to combine searches
by clicking on the arrow to the right of the "AND" box.

Note: You must use the
input boxes in order. If you leave the first one blank your search will not
work.

A controlled vocabulary is a set of terms which form a dictionary of descriptions
of particular types of content or subject matter. These are maintained by
standards bodies in order to standardise the way that similar materials are
categorised in archives. This aids searching by increasing the likelihood that
the relevant materials will be returned by the user's search.

Filtering the category list will remove from the list any terms which do not
match the filter. The remaining terms are any category or sub category which
contains the filter term anywhere in the heirarchy. Expanding each category
will show you which terms (or sub terms) did match the filter.

To search the archive items by the subject category, check as many boxes next
to the categories as necessary, before clicking "Search...". The search will
return all items that either match the categories selected exactly, or which
are categorised underneath a higher level category. Clicking on the "+" next
to the category will expand the tree to show you what refinements are available
for your selected category.

The DSpace content is organized
around Communities which can correspond to administrative entities such as schools,
departments, labs and research centers. Within each community there can be an
unlimited number subcommunities and an unlimited number of collections. Each collection
may contain an unlimited number of items. This organization gives DSpace the flexibility to accommodate
differing needs of communities by allowing them to

Decide on policies such
as:

- -
who contributes content

- -
whether there will be a review process

- - who
will have access

Determine workflow -
reviewing, editing, metadata

Manage collections

Each community has its own
entry page displaying information, news and links reflecting the interests of
that community, as well as a descriptive list of collections within the community.

Communities can maintain
an unlimited number of collections in DSpace. Collections can be organized around
a topic, or by type of information (such as working papers or datasets) or by
any other sorting method a community finds useful in organizing its digital
items. Collections can have different policies and workflows.

Each DSpace collection has
its own entry page displaying information, news and links reflecting the interests
of users of that collection.

When you access an area
of DSpace that requires authorization, the system will require you to log in.
All users can register to become subscribers. Some restricted functions, such
as content submission, require authorization from the community

Before you log in
for the first time, you will need to click on "register with DSpace" and
follow the instructions. After that, you will need to enter your e-mail
address and password in the log-in form that appears. Your e-mail address
should include your username and domain name. It is not case sensitive.

Example:
moniker@mycorp.com

Type your password exactly
as you entered it originally. It is case sensitive. Be sure to click
on the "log in" button to continue.

At any point in the submission
process you can stop and save your work for a later date by clicking on the
"cancel/save" button at the bottom of the page. The data you have
already entered will be stored until you come back to the submission, and you
will be reminded on your "My DSpace" page that you have a submission
in process. If somehow you accidentally exit from the submit process, you can
always resume from your "My DSpace" page. You can also cancel your
submission at any point.

Choose
Collection

Progress Bar - Oval Buttons
at Top of Page:

At the top of the submit
pages you will find 7 oval buttons representing each step in the submission
process. As you move through the process these ovals will change color. Once
you have started you can also use these buttons to move back and forth within
the submission process by clicking on them. You will not lose data by moving
back and forth.

Select Collection:

Click on the arrow at
the right of the drop-down box to see a list of Collections. Move your mouse
to the collection into which you wish to add your item and click.

(If you are denied permission
to submit to the collection you choose, please contact your DSpace Administrator
for more information.)

You must be authorized by
a community to submit items to a collection. If you would like to submit an
item to DSpace, but don't see an appropriate community, please contact your
DSpace Administrator to find out how
you can get your community set up in DSpace.

Click on the "next"
button to proceed, or "cancel/save" button to stop and save or cancel
your submission.

If you respond "yes" to
any of the questions on this page, you will be presented with a modified input
form tailored to capture extra information. Otherwise you will get the "regular"
input form.

* More than one title
- Sometimes an item has more than one title, perhaps an abbreviation, acronym,
or a title in another language. If this is the case, and you want this information
captured, click in the "yes" box.

* Previously issued -
New items that have NOT been previously published or distributed will be assigned
an issue date by the system upon DSpace distribution. If you are entering
older items that have already been distributed or published, click in the
"yes" box. You will receive a form prompting you for several pieces of information
relating to publication.

* Multiple files - An
item can consist of more than one file in DSpace. A common example of this would be
an HTML file with references to image files (such as JPG or GIF files). Another example
of this would be an article supplemented with a video simulation and a data file.
If you are submitting more than one file for this item, click in the "yes"
box.

Click on the "next"
button to proceed, or "cancel/save" button to stop and save or cancel
your submission.

The information you fill
in on these two screens will form the metadata record that will enable users
to retrieve your item using search engines. The richer the metadata, the more
"findable" your item will be, so please take the time to fill in as
many fields as are applicable to your item.

Author:

This can be a person,
organization or service responsible for creating or contributing to the content
of the item. By clicking on the "Add More" button you can add as
many authors as needed. Examples:

If the
author is an organization, use the last name input box for the organization
name:

Title:

Enter the full and proper
name by which this item should be known. All DSpace items must have a title!

Other Title: (note
- this input box appears only if you indicated on the first page that the item
has more than one title.)

If your item has a valid
alternative title, for instance, a title in another language or an abbreviation,
then enter it here. Example:

Date of Issue:
(note - this input box appears only if you indicated on the first page that
the item has been previously published or distributed. If DSpace is the first
means of distribution of this item, a date will be assigned by the system
when the item becomes a part of the repository.)

If your item was previously
published or made public, enter the date of that event here. If you don't
know the month, leave the default "no month"; otherwise select a
month from the drop-down box. If you don't know the exact day, leave that
box empty.

Publisher: (note
- this input box appears only if you indicated on the first page that the
item has been previously published or distributed.)

Enter the name of the
publisher of this item.

Citation: (note
- this input box appears only if you indicated on the first page that the
item has been previously published or distributed.)

Enter citation information
for this item if it was a journal article or part of a larger work, such as
a book chapter. For journal articles, include the journal title, volume
number, date and paging.
For book chapters, include the book title, place of publication, publisher
name, date and paging.

Series/Report No.:

Some of the collections
in DSpace are numbered series such as technical reports or working papers.
If this collection falls into that category, then there should be a default
value in the SeriesName box which you should not change,
but you will have to fill in the assigned number in the Report or Paper
No. input box. Examples:

Identifiers:

If you know of a unique
number or code that identifies this item in some system, please enter it here.
Click on the arrow to the right of the input box, and select from one of the
choices in the drop down menu. The choices refer to:

Govt.doc # -
Government Document Number - e.g. NASA SP 8084ISBN - International Standard Book Number - e.g. 0-1234-5678-9ISSN - International Standard Serial Number - e.g. 1234-5678ISMN - International Standard Music Number - e.g. M-53001-001-3URI - Universal Resource Identifier - e.g.. http://www.dspace.org/help/submit.htmlOther - An unique identifier assigned to the item using a system
other than the above

Type:

Select the type of work
(or genre) that best fits your item. To select more than one value in the
list, you may have to hold down the "ctrl" or "shift"
key.

Language:

Select the
language of the intellectual content of your item. If the default (English
- United States) is not appropriate, click on the arrow on the right of the
drop down box to see a list of languages commonly used for publications,
e.g.

If your item is not a
text document and language is not applicable as description, then select the
N/A choice.

Click on the "next"
button to proceed, or "cancel/save" button to stop and save or cancel
your submission.

Please enter as many subject
keywords as are appropriate to describe this item, from the general to the specific.
The more words you provide, the more likely it is that users will find this
item in their searches. Use one input box for each subject word or phrase. You
can get more input boxes by clicking on the "add more" button. Examples:

Your community may suggest
the use of a specific vocabulary, taxonomy, or thesaurus. If this is the case,
please select your subject words from that list. Future versions of DSpace will
provide links to those lists.

Abstract:

You can either cut and paste
an abstract into this box, or you can type in the abstract. There is no limit
to the length of the abstract. We urge you to include an abstract for the convenience
of end-users and to enhance search and retrieval capabilities.

Sponsors:

If your item is the product
of sponsored research, you can provide information about the sponsor(s) here.
This is a freeform field where you can enter any note you like. Example:

Description:

Here you can enter any other
information describing the item you are submitting or comments that may be of
interest to users of the item.

Click on the "next"
button to proceed, or "cancel/save" button to stop and save or cancel
your submission.

A controlled vocabulary is a set of terms which form a dictionary of descriptions
of particular types of content or subject matter. These are maintained by
standards bodies in order to standardise the way that similar materials are
categorised in archives.

Accurately categorising material using a controlled vocabulary increases the
likelihood that relevant results will be returned to users when searching
individual or multiple archives.

To enter a controlled vocabulary term in the form, select "Subject Categories"
from underneath the input field. This will open a window containing the
available vocabularies. You may filter the vocabulary lists as described above
in order to find the terms most relevant to your submission. Once you have found
the term that you wish to enter, simply click on it, and it will be
automatically entered into the submission form and the popup window will close.
You may add as many subject category terms as you like into the form. Use
"Add More" on the right to generate more input boxes.

Filtering the category list will remove from the list any terms which do not
match the filter. The remaining terms are any category or sub category which
contains the filter term anywhere in the heirarchy. Expanding each category
will show you which terms (or sub terms) did match the filter.

There are two methods of
entering the name of the file you wish to upload:

Type the full path and
file name into the input box and then click on the "next" button
in the lower right hand corner of the screen.

Click on the "browse"
button and a window showing your files will appear. You can navigate through
your directories and folders until you find the correct file to upload.
Double-click on the file name you wish to upload, and the name will be entered
into the input box.

Once the correct file name
is in the input box, click on the "next" button to proceed.

File Description

If you specified at the
beginning of the submit process that you had more than one file to upload for
this item, you will see an input box marked "File Description".
The information you provide here will help users to understand what information
is in each file, for instance, "main article" or "images"
or "computer program" or "data set". Enter file descriptions
for each item, and click on the "next" button to proceed.

To properly archive and
give access to a file, we need to know what format it is, for example
"PDF", "HTML", or "Microsoft Word". If the system does not automatically recognize
the format of the file you have uploaded, you will be asked to describe it.
If the format of the file appears in the list offered, click on it and then
on "Submit". If you can't see the format in the list, click on "format
not in list" and describe the format in the text box lower down on the page.
Be sure to give the name of the application you used to create the file and
the version of that application, for example "Autodesk AutoCAD R20 for
UNIX".

After you have uploaded
a file, check the information in the table to make sure it is correct. There
are two further ways to verify that your files have been uploaded correctly:

Click on the filename.
This will download the file in a new browser window, so that you can check
the contents.

Compare the file
checksum displayed here with the checksum you calculate.

If you're only uploading
one file, click on "Next" when you're happy that the file has been uploaded
correctly.

If you're uploading more
than one file, click on the "Add Another File" button (this will appear
if you checked "The item consists of more than one file" on the "Submit: Describe Your Item" page). When you
are satisfied that all files for this item have been successfully uploaded,
click on the "Next" button.

If you're uploading an HTML page with embedded files,
click on the "Add Another File" button, and upload all files or bitstreams referenced
in the html page. After all the are uploaded, in the column marked "Primary Bitstream",
select the bitstream or file that is the index page or the top page for the web page.
This will ensure that all of your embedded files will display properly on the HTML page.
Then click on the "Next" button.

Checksums

DSpace generates an MD5
checksum for every file it stores; we use this checksum internally to verify
the integrity of files over time (a file's checksum shouldn't change). You can
use this checksum to be sure what we've received is indeed the file you've uploaded.

If you wish to verify the file using checksums, click "Show
checksums" on the "Uploaded File" page. The DSpace-generated MD5 checksum for
every file we've received from you will show to the right of the filename. You will
then need to use a local program to generate your own checksum for these files,
and verify that your results match ours. On most UNIX-like systems (including Mac OS X),
use md5sum. For instance, type "md5sum MYFILE" for every file you want to check;
the summary should print on your screen. For Windows machines, MD5
tools are freely available: try md5 (from http://www.fourmilab.ch/md5/), or md5sum,
available via the textutils package in Cygwin (http://www.cygwin.com/). All of these utilities will
need to be run from a command-line, or terminal, window. The entire digest printed
out when you run the md5 tool on your local copy of the file you're uploading
should be exactly equal to what DSpace reports.

This page lets you review
the information you have entered to describe the item. To correct or edit information,
click on the corresponding button on the right, or use the oval buttons in the
progress bar at the top of the page to move around the submission pages. When
you are satisfied that the submission is in order, click on the "Next"
button to continue.

Click on the "Cancel/Save"
button to stop and save your data, or to cancel your submission.

DSpace requires agreement
to this non-exclusive distribution license before your item can appear on DSpace.
Please read the license carefully. If you have any questions, please contact
your DSpace Administrator.

Now that your submission
has been successfully entered into the DSpace system, it will go through the
workflow process designated for the collection to which you are submitting.
Some collections require the submission to go through editing or review steps,
while others may immediately accept the submission. You will receive e-mail
notification as soon as your item has become a part of the collection, or if
for some reason there is a problem with your submission. If you have questions
about the workflow procedures for a particular collection, please contact the
community responsible for the collection directly. You can check on the status
of your submission by going to the My DSpace page.

When your item becomes a
part of the DSpace repository it is assigned a persistent URL. This means that,
unlike most URLs, this identifier will not have to be changed when the system
migrates to new hardware, or when changes are made to the system. DSpace
is committed to maintaining the integrity of this identifier
so that you can safely use it to refer to your item when citing it in publications
or other communications. Our persistent urls are registered with the Handle
System, a comprehensive system for assigning, managing, and resolving persistent
identifiers, known as "handles," for digital objects and other resources on
the Internet. The Handle System is administered by the Corporation
for National Research Initiatives (CNRI), which undertakes, fosters, and
promotes research in the public interest.